ds-missi a
gerous-goods-missing-orin

C473.9-43-—P209—bapr : Jed: | d terial:
4439-43, preper pi ry materiais;

6. REASON FOR CHANGE:
a. Facilitates proper routing and processing of SDRs.

b. Better supports metrics and analysis by enabling automated recognition of the cause of the
discrepancy for determination of trends and corrective action.

c. Specific code assignment for transshipper-reported discrepancies satisfies requirements
identified by USTRANSCOM.

7. ADVANTAGES AND DISADVANTAGES:
a. Advantages: As identified above.
b. Disadvantages: None identified.

8. IMPACT:

a. This change impacts code values associated with the DLMS data element “Discrepancy
Code.”

b. Code table changes for a text revisions and the addition of new discrepancy codes are
relatively simple, but impacts all participating organizations.


23

24

25

SHIPMENT ARRIVED WITH FUEL IN TANK Oceurs in 2 SDRs.
AND BATTERY. NO SHIPPERS DECLARATION

FOR DANGEROUS GOODS ATTACHED. FUEL

NEEDS TO BE DRAINED FROM TANK.

SHIPMENT AIR CLEARED AS NON

HAZARDOUS

MISSING OVERPACK USED X 3 ON SHIPPERS — Occurs in 2 SDRs.
DECLARATION FOR DANGEROUS GOODS

NOT PACKAGED ACCORDING TO THE CODE. — Occurs in 2 SDRs.


D3 _ Supply documentation incomplete, improper, or without authority.

D4. Material Inspection and Receiving Report, DD. 250, ontitted.

DS Transportation-specific documentation discrepancy (select specific detail-level code if
applicable)

DS01 Special Handling Data/Certification, DD Form 1387-2, omitted.

D502. Special Handling Data/Certification, DD Form 1387-2, incomplete or incorrect.
D503 Transportation Control and Movement Document (TCMD), DD. Form 1384, omitted,
D504. TCMD, DD Form 1384, incomplete or incorrect.

D505. Shipper’s Declaration for Dangerous Goods omitted.

D506. Shipper’s Declaration for Dangerous Goods-incomplete.or incorrect.

HAZARDOUS MATERIAL
Note: H6, Shipper’s Declaration for Dangerous Goods re-assigned to D-series.

PACKAGING DISCREPANCY

P3 Improper markings.

P303 Labels omitted or improperly affixed.

P319. Military Shipment Label (MSL), DD. Form 1387, omitted; No. Transportation Control
Number (TEN).

P320. MSL, DD Form 1387, improperly affixed, incorrect, or.incomplete,

d. Revise the DoD 4000.25-M, DLMS Manual, Volume II, as shown:

“C17,3.2.5 Documentation. Report when supply documentation is missing, incomplete, or
improperly prepared regardless of dollar value. Receiving activity-prepared SDRs for incomplete
or improper supply documentation are to be provided only when a receipt cannot be properly
processed. Transshipper-prepared SDRs are to be provided when missing, illegible, incomplete,
etc, supply or transportation documentation delays or prevents forward movement of the
shipment. A missing signature, where required, shall be reported as incomplete documentation.
Select the most specific discrepancy code available and use SDR remarks to further clarify. the
nature of the documentation problem.”

“C17.3.9.1. Supply Discrepancies Requiring Transshipper Reporting. SDRs shall be prepared for
supply discrepancies related to hazardous shipments, and non-compliant wood packaging material
(WPM), and various types of documentation and labeling discrepancies. Both the DLMS SDR and
the DIR Part I, Chapter 210, Transportation Discrepancy Report (IDR) procedures authorize
reporting of discrepancies related to improper, incomplete, or missing documentation or
packaging including marking and labeling attributed to the shipping activity. Use of the SDR by
transshippers to identify these discrepancy types, is available at the discretion of the submitter
and/or-subject to guidance from USTRANSCOM. Refer to the D5-series for common
transportation documentation discrepancies. Refer to P2-series and P3-series for packaging
(including WPM) and labeling (including Military Shipping Label (MSL)). discrepancies. Select
the. most specific discrepancy code available and-use SDR remarks to further clarify the nature of
the problem, Vhe-following-discrepancy-codes-apply-although-this-d Hexchide-other



Enclosure 1 — Sampling of Transshipper-Reported using Discrepancy Code Z1 (Other)

Remarks

MISSING NOMENCLATURE DATA ON DD
FORM 1387-2

INCORRECT NOMENCLATURE ENTRY ON DD
FORM 1387-2, SHOULD BE BARREL CARBINE
INSTEAD OF 2/4, THESE ARE COMMODITY
AND SPECIAL HANDLING CODES.

ARRIVED PORT MISSING DD FORM 1387 AND
DD FORM 1384 TO END DESTINATION

MISSING SHIPPERS DECLARATION FOR
DANGEROUS GOODS

INCORRECT PACKAGING PARAGRAPH AND
TYPE OF PACKAGING ON SHIPPERS
DECLARATION FOR DANGEROUS GOODS

SHIPPER S DECLARATION FOR DANGEROUS
GOODS WAS PROVIDED VIA EMAIL

SHIPPERS DECLARATION FOR DANGEROUS
GOODS COMPLETED IN OLD FORMAT,
MISSING TITLE OF PREPARER ON SHIPPERS
DECLARATION

SHIPPERS DECLARATION FOR DANGEROUS
GOODS IDENTIFIES INCORRECT NUMBER OF
PACKAGES.

MISSING DD FORM 1387-2

DD FORM 1387-2 MISSING SIGNATURE

INCORRECT APOD ON DD FORM 1387-2

MISSING MILITARY SHIPMENT LABEL, DD
FORM 1387

Staffing Note:  D. MS request clarification of this
discrepancy description,

Frequency/Clarification

Occurs in 49 SDRs.

Occurs in 20 SDRs. This is a variation of the
general "missing nomenclature" discrepancy.

Occurs in 26 SDRs. This is a generic version,
it usually will contain a note about a missing TCN
vendor or not cleared for military air.

Occurs in 150 SDRs.

Occurs in 31 SDRs.

Occurs in 5 SDRs.

Occurs in 8 SDRs.

Occurs in 7 SDRs, Will usually specify the
amount of the mismatch.

Occurs in 24 SDRs.
Occurs in 14 SDRs.
Occurs in 5 SDRs.

Occurs in 65 SDRs.

Occurs in 32 SDRs.


Enclosure 2 - Comments to PDC Staffing

DLA, Navy, and Air Force concurred with proposed addendum.
USTRANSCOM - Nonconcured. Comments provided:

“I do not concur with the proposed change. Instead I support Alternative 1 documented in
paragraph 7.¢.(1) of the change document.

Here are my reasons for non-concurrence:

Paragraph 6.b of the change document says (in part) that this change: "Supports metrics and
analysis by enabling automated recognition of the cause of the discrepancy for determination of
trends and corrective action."

I maintain that this is not correct -- by changing the definitions of the existing codes, historical
metrics and analyses will not be able to distinguish the older data that actually mean there is a
problem with the SUPPLY documentation from the newer data that may mean there is a problem
with either SUPPLY or TRANSPORTATION documentation. One result of combining supply
documentation and transportation documentation, problems into the same codes will be an increase
in the number of those problems, which could result in the incorrect conclusion that documentation
problems have increased, when in fact the broadening of the definition of the codes has resulted in
new and different (not more of the same old) problems being reported.

Instead, I recommend establishing new codes to document problems with transportation
documentation, and continue to use the existing codes to indicate supply documentation problems.

DLMSO Response: ADC revised to provide specific codes for transportation related
documentation and labeling discrepancies.


DEFENSE LOGISTICS AGENCY
HEADQUARTERS
8725 JOHN J. KINGMAN ROAD
FORT BELVOIR, VIRGINIA 22060-6221

IN REPLY

REFER TO DL. MSO. September 15, 2009

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Addendum to Approved Defense Logistics Management System (DLMS)
Change (ADC) 317A, Transshipper-Prepared Supply Discrepancy Reports (SDRs) for
Documentation and Labeling Discrepancies (Supply/SDR)

The attached change to DOD 4000.25-M, Defense Logistics Management System (DLMS)
supplementing DLAI 4140.55, AR 735-11-2 SECNAVINST 4355.18A, AFJMAN 23-215,
Reporting of Supply Discrepancies, is approved for implementation beginning November 1, 2009.

Addressees may direct questions to the DLMSO point of contact Ms. Ellen Hilert;
e-mail: Ellen.Hilert@dla.mil. Others must contact their Component designated Supply Process

Review Committee representative.
ae GP

Director :
Defense Logistics Management
Standards Office

Attachment

CG:

SDR Committees (U.S. & SA)
DUSD(L&MR)SCI
USTRANSCOM


20

21

22

SHIPMENT MISSING POP MARKINGS.

ARRIVED WITH INCORRECT COMMODITY
AND SPECIAL HANDLING CODE

PACKING GROUP II FOR UN1760 IS CARGO
AIRCRAFT ONLY. SHIPMENT WAS CERTIFIED
AS PASSENGER AND CARGO AIRCRAFT,

SHIPMENT NOT AIR CLEARED FOR
MILITARY AIR MISSING DD FORM 1387
MILITARY SHIPMENT LABEL AND
TRANSPORTATION CONTROL AND
MOVEMENT DOCUMENT DD FORM 1384 BOX
NOT OPENED FOR INVENTORY VENDOR

ANNOTATE NONHAZARDOUS IN THE
ADDRESS BLOCK OF THE MILITARY
SHIPMENT LABEL AND/OR MARK
CONTAINER NONREGULATED. MARK THE
OUTER CONTAINER WITH PRECAUTIONARY
MARKING/LABEL INFORMATION AND
NONREGULATED.

ADD TO REMARKS BLOCK, TYPE OF
PACKAGING SHOULD BE BOX NOT CARTON.
NEED TO USE THE VERBAGE IN AJIM 24-204.

CYLINDERS ARE NOT PACKAGED OR
SECURE IN WOODEN FRAME. VALVES ARE
NOT PROTECTED. TCN ON MILITARY
SHIPMENT LABEL, CDA01691323008XXX
DOES NOT MATCH TCN ON SHIPPERS
DECLARATION PREPARED BY MACPACK,
W91VG482630020XXX.

SHIPMENT CERTIFIED TO INCORRECT TYPE
OF PACKAGE.

DDSP IS CURRENTLY ACTIVE IN DETERMINE
THE CAUSE OF THIS DISCREPANCY, SUSPECT
INFORMATION LOADED INTO SYSTEM
INCORRECTLY. PER DOVER ITEM WERE
SHIPPED INFORMATION WAS HANGED FROM
21ZTO2/4

PROPER SHIPPING NAME MISSPELLED ON
SHIPPERS DECLARATION FOR DANGEROUS
GOODS

Occurs in 6 SDRs.

Occurs in 11 SDRs

Occurs in 19 SDRs.

Occurs in 28 SDRs.

Oceurs in 3 SDRs.

Oceurs in 4 SDRs,

Occurs in 3 SDRs,

Occurs in 7 SDRs.

Occurs in 2 SDRs.

Occurs in 3 SDRs.


Approved Addendum ADC 317A

Transshipper-Prepared SDRs for Documentation and Labeling Discrepancies

1, ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Defense Logistics
Management Standards Office (DLMSO), Ms. Ellen Hilert, Chair, Supply Process Review
Committee and DoD SDR System Administrator, 703-767-0676, DSN 427-0676; or, E-Mail:
Ellen.Hilert@dla.mil (on behalf of USTRANSCOM).

2. FUNCTIONAL AREA: Primary: Supply/DoD WebSDR; Secondary: Transportation
3. REFERENCES:

a. DLMSO memorandum dated May 8, 2008, subject: Approved DLMS Change (ADC)
282, Consolidation and Containerization Points (CCP)-Originated SDRs including Noncompliant
Wood Packaging Material (WPM) Procedures and Shipment Hold Code. This ADC identifies data
content and process changes supporting generation of electronic DLMS SDRs by the CCP.

b. DLMSO memorandum dated June 10, 2008, subject: ADC 282A, Consolidation and
Containerization Points (CCP)-Originated Supply Discrepancy Reports (SDRs) including
Noncompliant Wood Packaging Material (WPM) Procedures with Cost Breakdown and New
Procedures for Closing WPM and Passive RFID SDRs. This ADC added additional data fields
related to corrective action for transshipment SDRs.

c. DLMSO memorandum dated February 17, 2009, subject: ADC Approved Defense
Logistics Management System (DLMS) Change (ADC) 317, Revised Business Rules for
Transshipper-Prepared Supply Discrepancy Reports (SDRs) (Supply/SDR) (Staffed as PDC 333)

d. Defense Logistics Management System (DLMS) Manual, DOD 4000.25-M, available at:
http://www.dla.mil/j-6/dlmso/elibrary/Manuals/DLMS/default.asp.

e. Defense Transportation Regulation (DTR). 4500.9-R-Part I] Cargo Movement, available
at: http://www.transcom.mil/j5/pt/dtr_part_ii.cfm.

4, BACKGROUND:

a. DoD SDR procedures require that transshipment activities report packaging discrepancies
on shipments in transit. Electronic communication of SDRs is supported by DLMS transactions.
However, because the SDR transactional interface evolved from unique legacy processes,
transshipment SDRs are not currently fully implemented.

b. Referenced ADC 282/282A prescribed new procedures associated with transshipment
SDRs prepared by the CCP. A new Document Type Code W was established for transshipment
SDRs, so that the receiving systems may easily distinguish them from customer/ship-to activity
generated SDRs. This is critical because financial actions normally associated with customer SDRs
are not applicable to transshipper SDRs.

ec. Referenced ADC 317 identified for procedures for transshipper-prepared SDRs, in particular,
use of DoD WebSDR for web-submission of SDRs by aerial ports using SDR Document Type W.


This change did not require substantive revisions to the SDR format, DLMS Supplement (DS) 842A
(report or reply). However, it authorized two new SDR action codes to distinguish between SDRs
requiring expedited response to resolve frustrated freight problems and those requiring no response,
but which may be used by the action activity to correct shipping/packaging errors, recoup money
from noncompliant vendors, and identify trends. Routing rules were established to facilitate
distribution; where systemic interface is not available, SDRs are forwarded via email to the action
activity. A time standard of 5 days is established for those SDRs requesting expedited response.

d. Type W web-input capability was implemented in mid-May 2009. Currently, the
predominance of port-initiated SDRs are being reported under Discrepancy Code "Zt, Other." This
means that there is no way to use the discrepancy code for metrics due to lack of granularity.
Although a great many of the Z1 discrepancies are actually related to documentation discrepancies,
the ports are not using the D-series code set because the text name restricts these codes to “Supply
Documentation.”

5. DETAILED PROCEDURES: Changes to publications are identified in bold italics.
Highlighting is provided to distinguish significant changes subsequent to original staffing.

a, This change provides additional discrepancy codes to specifically target high volume
discrepancies encountered by transshippers (refer to Enclosure 1 for details). In addition, this
change modifies the text names associated with existing documentation discrepancy codes so that
they may be used for various types of documentation, including vendor shipment documentation.
Four-position detail codes are assigned for consistency with concept of generic vs. detailed codes
similar to those used in the packaging area. The existing Code H6 discrepancy is re-assigned (and
split among two codes) under the D-series to make it easier for transshippers to locate. Two new
discrepancy codes are added to the Packaging Discrepancy code list in the Improper Marking series
to call out discrepancies related to the Military Shipping Label (MSL).

b. DoD Guidance. Under DLMS (reference 3.d), Vol II, Chapter 17, Supply Discrepancy
Reporting, and the DTR Part Il (reference 3.e), Chapter 210, Transportation Discrepancy Report
(TDR), preparation of either an SDR or TDR is authorized to report discrepancies related to
improper, incomplete, or missing documentation or packaging including marking and labeling
attributed to the shipping activity. This provides flexibility for the submitter and helps to ensure
that discrepancies will be reported and corrective action taken on a timely basis. As electronic
reporting programs mature, the SDR and TDR community will need to explore enhanced capability
to aggregate reported discrepancies for metrics and, if desired, physically transfer discrepancies
reports to ensure that the appropriate parties/applications are engaged. In the interim, use of the
SDR by transshippers to identify the discrepancy types identified below, is available at the
discretion of the submitter and/or subject to guidance from USTRANSCOM. The additional
discrepancy codes identified in this approved change will better identify the reported discrepancy,
and allow action activities and USTRANSCOM to monitor‘and improve procedures related to the
the shipment of materiel.

ce. Revise discrepancy code list for “Documentation” as shown below:
DOCUMENTATION

DI Supply documentation not received with materiel.
D2 Supply documentation illegible or mutilated.

3